PROJECT ADMINISTRATOR - ENVIRONMENTAL DIVISION

Job Description

Job Description

EMH&T is seeking a Project Administrator to support our Environmental Division that is home to environmental and cultural resource consultants. This position combines project coordination, technical administrative support, and client-focused service to support our Environmental team in delivering high-quality work efficiently and effectively.

The ideal candidate is highly organized and consistently professional, with the ability to manage multiple priorities and understand project workflows. Strong written and verbal communication skills are essential. The successful candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, maintains strict confidentiality, and brings strong communication and technical support skills to the team.

Responsibilities

• Coordinate project-related administrative and project support to Environmental staff, including preparation of correspondence, technical documents, reports, research, and environmental compliance and public involvement materials. Work independently after appropriate guidance, to prioritize competing project needs, and resolve routine coordination issues.
• Report writing, editing, map creation, and the preparation of professional summaries, presentations, and slide decks based on environmental and civil engineering documents.
• Willingness to learn and apply scientific, environmental, civil engineering, and regulatory terminology, processes, documentation, and requirements with guidance from Environmental staff.
• Prepare proposals, scopes of work, fee estimates, and project-related spreadsheets for environmental services associated with civil infrastructure projects.
• Support public involvement and community outreach efforts by creating and maintaining mailing lists, coordinating Every Door Direct Mail (EDDM) mailings, developing project websites, preparing meeting materials, reserving venues, and attending public meetings.
• Create and maintain project records, budgets, contracts, schedules, and deliverable tracking systems; monitor project status, deadlines, submittals, and outstanding tasks, and communicate updates to Environmental staff and project teams. Provide informal guidance and contributes to process consistency across the team.
• Track and assist with renewal of professional licenses, certifications, and qualifications for department staff.
• Provide general administrative support, including travel coordination, handling phones, mail and email correspondence, scanning documents, maintaining project files and archives, and supporting occasional reception desk coverage.
• Create, organize, and maintain hard-copy and electronic filing systems in accordance with company and departmental procedures.
• Maintain an organized office environment while supporting the demands of a fast-paced workplace.
• Exercise professionalism, responsiveness, discretion, and sound judgment when handling confidential information, requests, and assignments . Regular professional contact with clients, consultants, municipalities, and internal project teams; communicates status and follows through independently.
• Contribute to a culture of organizational excellence through accuracy, attention to detail, and timely completion of assigned tasks.

Skills

• Exceptional organizational and multitasking abilities.
• Strong verbal and written communication skills; clear and concise writing and communication skills are essential.
• Ability to manage tasks with a sense of urgency in a fast‑paced environment.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with scientific, environmental or civil engineering terminology and processes is helpful but not required.
• Strong analytical ability.
• Considerable interpersonal skills including the ability to establish and maintain effective working relationships with others; being both responsive and thoughtful.
• Demonstrated organizational skills, including the ability to set priorities in concert with the team
• Ability to work independently.
• Demonstrated ability to work under pressure exercising sound judgment, prioritizing demands and responding with composure to a fast-paced environment with high-energy leadership.
• Demonstrated punctuality and respect for others’ time.
• Accuracy – with an attention to detail - and speed in task execution.
• Strong work ethic and exceptionally high work standards.
• Maturity, good judgment and professionalism.

Required Experience

• Associate’s degree in Business Administration, Public Administration, Public Relations, Communications, Environmental Studies, or related field. Bachelor’s degree preferred.
• 7+ years experience or demonstrated mastery of project coordination, project assistant, executive assistant, or office management experience, preferably in a consulting, engineering, environmental, architecture, construction, planning, government, or professional services environment.
• Demonstrated experience managing multiple projects, deadlines, and competing priorities in a fast-paced setting.
• Experience preparing professional correspondence, reports, meeting materials, presentations, and spreadsheets.
• Proficiency with Microsoft Office Suite, particularly: Excel (budget tracking, fee spreadsheets), Word (report preparation and editing), and Outlook (calendar and meeting management). Proficiency with Google Sheets and PowerPoint (slide presentations) and Adobe Acrobat Pro.
• Experience tracking budgets, contracts, schedules, project records, or similar project administration functions.
• Experience coordinating meetings, taking meeting minutes, and following up on action items.
• Strong written communication skills with experience summarizing complex information for different audiences.

Preferred Experience

• Familiarity with environmental compliance documentation, public involvement processes, permitting, or regulatory reporting.
• Experience preparing proposals, scopes of work, and fee estimates.
• Experience using Microsoft Project.
• Familiarity with accounting/project management systems (Deltek, Ajera, Vision, Vantagepoint, Newforma or similar).
• Experience coordinating public meetings, stakeholder outreach, or community engagement activities.

Benefits

EMH&T offers a generous benefits package to all full‑time employees, including medical, dental, vision, pharmacy, FSAs, paid vacation and personal leave, paid parental leave, paid community service time, 401(k) with company match, company‑paid life insurance, wellness reimbursement, employee recognition programs, and annual merit/bonus consideration based on performance and business results.

Must be authorized to work in the United States without time limitations; EMH&T is not currently able to sponsor work visas.

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